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- Temporary (4-month contract)
A Personal Assistant is needed for a Practice Coordination Team on a temporary basis. This role is crucial for providing high-level support and managing a busy workload across various projects. Fluency in German both spoken and written is an essential requirement.
Key Responsibilities:- Provide PA support, including calendar management, meeting coordination, travel arrangements, and administrative tasks.
- Oversee invoicing for projects on both Time & Materials and fixed fee bases.
- Manage a high volume of approximately 60-80 ongoing projects.
- Process expenses and ensure accurate charge-backs to clients.
- Generate timesheet reports from Workday for invoicing purposes.
- Lead bi-weekly invoice meetings with Directors and update project spreadsheets.
- Attend monthly finance meetings to provide updates on invoicing.
- Effectively prioritize tasks, especially during peak periods.
- Collaborate with colleagues to gather necessary information and resolve invoicing issues.
- Previous experience in a PA role with knowledge of project invoicing and financial administration.
- Familiarity with VAT regulations and handling various types of invoices.
- Experience with procurement platforms such as Ariba or Coupa.
- Strong organizational skills and attention to detail.
- Ability to multitask and meet tight deadlines.
- Good communication and teamwork skills.
- Proficiency in Microsoft Office, particularly Excel.
